CloudFiles for water and wastewater utilities
Water teams run customer cases, connection quotes and work orders in Salesforce. Plans, job sheets and letters still pile up in shared drives. CloudFiles files, collects and generates them on the record, so crews stop waiting.
From a connection quote in Word to a complete information pack
Cases, quotes and work orders already run in Salesforce. The letters, plans and job sheets behind them sit in shared drives. CloudFiles organizes, shares, reads and generates those documents on the record itself.
The manual way
- Customer service agents save letters, photos and emails for each customer case in shared drives, named by hand. When a complaint is escalated, the case history is incomplete, and the agent rebuilds it from inboxes while the customer waits for an answer.
- Field operations teams store job sheets, photos and reinstatement records for each work order outside Salesforce. Supervisors cannot close a work order until they find them, and planners book repeat visits for work that was already finished.
- Developer services teams collect site layout plans, drainage drawings and application forms from housing developers by email for every connection quote. Missing files surface late, and the quote misses the date the developer was promised.
- Wastewater permit officers receive each business's discharge application, lab reports and site plans as one emailed PDF on the case. Every document is separated and named by hand before review can start, so permit decisions wait in a growing queue.
- Quote teams build each water connection information pack by hand, pasting charges, site details and standard paragraphs into a Word file. Every pack is slow to assemble. A wrong clause can reach the developer, and the pack has to be withdrawn.
The CloudFiles way
- CloudFiles opens a folder for every customer case in the utility's own storage once the case reaches a set status. Files attached to the case are copied into that folder, so an escalation starts with the full history in one place and no inbox search.
- CloudFiles keeps every work order's job sheets, photos and reinstatement records in its own folder, opened from the work order in Salesforce. Supervisors close jobs from a complete record, and planners see exactly what the last visit left behind.
- CloudFiles sends the developer one upload request from the quote, listing all the plans and forms the connection application needs. Files arrive in the quote's folder without a Salesforce login, so developer services price from a complete set on time.
- CloudFiles sorts each discharge application before a permit officer opens it. The emailed PDF is split into its separate documents. The application form, lab reports and site plans are then named and filed in the case's own folder.
- CloudFiles generates every connection information pack from the quote on the utility's own Word template. Charges fill grouped tables from the quote's line items, the standard paragraphs that apply are included, and each pack goes out correct the first time.
Every water connection, documented from quote to reinstatement
Each job runs in Salesforce Flow on the cases, quotes and work orders water teams already use. CloudFiles does the document work in the utility's storage.
Case, quote and work order folder automation
CloudFiles creates a structured folder in the utility's storage for each case, quote and work order in Salesforce once it reaches a chosen status, so every job has one place.
- A record-triggered flow runs the create folder flow action when a case, quote or work order reaches its set status
- Every folder opens from its own Salesforce record, so agents and supervisors never search a shared drive
- Existing records can be given folders too, by running the same flow over the records already in Salesforce
SharePoint integration for water utility files
CloudFiles connects Salesforce cases, quotes and work orders to the utility's SharePoint. It copies each file attached in Salesforce into the record's own folder, so everyone opens the same document.
- Files attached to a case or work order are copied into its SharePoint folder by the copy Salesforce files flow action
- Engineers and planners keep working in SharePoint while service agents open the same files from Salesforce
- Email attachments on a case reach its folder too, with the file's SharePoint link written back to Salesforce
Developer document collection for new connections
For every water connection quote in Salesforce, CloudFiles asks the housing developer for site layout plans, drainage drawings and forms by upload request. Each one is filed in the quote's folder.
- The create file request flow action sends one request listing every plan and form the connection application needs
- Housing developers send files through the link without a Salesforce account, so nothing travels by email
- Developer services see on the quote which plans and forms have arrived before pricing starts
Discharge permit application sorting
CloudFiles sorts wastewater discharge permit applications in Salesforce. Each combined PDF is split into separate documents, and the form, lab reports and site plans are classified, named and filed on the case.
- The split document using AI flow action separates an emailed application PDF into its documents
- Lab reports, site plans and application forms are each recognized by type and given a clear name
- Permit officers open a sorted folder on the case in Salesforce and start the review straight away
Customer correspondence classification
CloudFiles classifies the letters and forms customers send to a case in Salesforce, renames each by type and files it in the case's folder. Agents find a meter form or a complaint letter at a glance.
- Email-to-Case attaches each customer letter to its case, and a flow starts the CloudFiles Document AI workflow
- Each classified letter or form is moved into its type's sub-folder by the move resource flow action
- Agents open the case folder and see each document sorted by type, not a list of scan numbers
Water connection information pack generation
CloudFiles generates water connection information packs from the Salesforce quote on the utility's own Word template, with grouped charge tables, site images and the standard paragraphs that apply.
- The generate document flow action builds each pack from the quote, its line items and related records
- Charges group into tables by type, and the right standard paragraphs are included for each connection
- Each finished pack is saved to the quote's folder in Salesforce before it is sent to the developer
Key documents we handle for water and wastewater utilities
These six come up on nearly every record. CloudFiles handles every other document a water utility keeps in Salesforce as well.
Site layout and drainage plans
Developer drawings for each new connection, collected through an upload request and filed in the quote's folder.
Job sheets and reinstatement records
Field records of each repair or connection, kept in the work order's folder so the job closes on complete evidence.
Discharge permit applications
Business applications to discharge to the sewer, split into form, lab reports and plans on the case.
Customer letters and forms
Customer correspondence attached to each case, classified by type and filed so agents find it at a glance.
Connection information packs
The charges, conditions and site details for a new connection, produced from the quote on the utility's template.
Connection agreements
Signed terms for each housing developer, generated from Salesforce and returned to the quote's folder.
Stay industry compliant
CloudFiles is independently audited for SOC 2 Type II, certified to ISO 27001 and compliant with HIPAA and GDPR. Data residency is supported in the US, EU, UK and AU. Your files stay in your own storage. CloudFiles never re-hosts them, and they are not used to train our AI models.
Frequently asked questions
CloudFiles creates a SharePoint folder for every case, quote or work order in Salesforce when the record reaches the status you choose, and shows it on the record page. Water teams never set up a folder by hand. Admins build this with the create folder flow action in a record-triggered flow.
Yes. CloudFiles keeps the utility's documents in the storage it already uses, whether that is SharePoint, Google Drive, Azure Blob, Amazon S3 or another provider. Each case, quote and work order folder opens from Salesforce. Files attached in Salesforce are copied across, so planners in SharePoint and agents in Salesforce open the same file.
CloudFiles sends each developer a secure upload request from the connection quote in Salesforce, listing the site layout, drainage plans and forms the application needs. Each upload lands in the quote's folder on arrival, so developer services see what is still missing before pricing.
Yes, with CloudFiles. A discharge application received as one PDF is split into separate documents on the case. The application form, lab reports and site plans are then named and filed. Permit officers begin the review from a sorted folder instead of scrolling one long file.
CloudFiles files each customer letter that Email-to-Case attaches to a Salesforce case in the case's own folder, classified and renamed by type. Agents see meter forms and complaint letters sorted by type at a glance, and an escalated case opens with its whole correspondence in one place.
Yes. CloudFiles produces each connection information pack from the Salesforce quote on the utility's Word template. It adds charge tables from the line items, site images and the standard paragraphs that apply. The finished pack is saved to the quote's folder. Admins set the template in the generate document flow action.
CloudFiles gives every Salesforce work order its own folder, where job sheets, photos and reinstatement records stay with the job. Supervisors close the job from a complete record, and the next crew sees what the last visit did before leaving the depot.
Yes. CloudFiles installs from AppExchange as a managed package. It runs on cases, quotes, work orders and custom objects, and alongside Energy & Utilities Cloud where a water utility uses it. Document steps slot into the team's current flows and record pages. Objects, fields and data stay as they are, with nothing to rebuild.
Book your personalized demo
Bring a connection quote, a work order and a customer case. Watch CloudFiles file, collect and generate their documents in your own Salesforce org.